Administrative Assistant

Position Overview

Ultimate Staffing is seeking a professional and organized Administrative Assistant to support our manufacturing client's daily office operations, purchasing activities, facility coordination, employee events, and executive administrative needs. The ideal candidate is detail-oriented, customer service driven, and capable of managing multiple priorities in a fast-paced environment.

This is a temp-to-hire opportunity offering the chance to join a growing organization while supporting a wide range of administrative and office management functions.

Key Responsibilities

Office Administration

• Answer and direct incoming phone calls.
• Manage incoming and outgoing mail and package distribution.
• Coordinate conference room scheduling and office communications.
• Assist with new hire workspace setup and welcome materials.

Office & Facility Support

• Maintain breakrooms, kitchens, and common areas.
• Order and stock office supplies, snacks, beverages, and coffee supplies.
• Coordinate vendor visits, maintenance appointments, and facility services.
• Monitor office inventory and workplace organization.

Purchasing & Administrative Support

• Create purchase requisitions and support purchase order processing.
• Maintain vendor records and administrative documentation.
• Process expense reports and track receipts.
• Support business travel arrangements, including flights, hotels, and rental cars.

Meeting & Executive Support

• Schedule meetings and coordinate catering as needed.
• Prepare meeting materials, agendas, and notes.
• Track action items and maintain administrative records.
• Provide support to leadership and management teams.

Employee Engagement & Events

• Coordinate employee celebrations and recognition programs.
• Assist with company events, holiday activities, and team gatherings.
• Manage event logistics, vendor coordination, and onsite support.

Special Projects

• Support office improvement initiatives and facility-related projects.
• Assist with vendor coordination, ordering, and project administration.
• Perform additional administrative duties as assigned.

Qualifications

• 2+ years of administrative or office support experience preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize tasks and work independently.
• Professional, customer-focused approach with strong attention to detail.

Required Work Hours

Monday - Friday, 8:00 AM - 5:00 PM

Benefits

The position offers competitive pay ranging from $25 to $30 per hour.

The role is located in San Jose, California and requires 100% onsite presence.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.